Part 4: Timing is Everything – How Far Out to Book Each Vendor
Estimated Read Time: 6-8 minutes.
As a forewarning with this section, it’s going to be a bit wordy with a lot of sections to look at. At the end of the article there is a download that condenses this into a tracking form for you to keep track of vendors and stay on time according to this article.
Wedding planning is an exciting but complex process. With countless decisions to make and vendors to secure, it’s easy to get overwhelmed. A common challenges couples face is figuring out when to book each vendor to ensure their special day goes off without a hitch. Understanding the timing is key because the wedding industry is competitive—especially during peak seasons and for popular venues and vendors. Booking too late can lead to disappointment and missed opportunities, while booking too early without a clear plan can add unnecessary stress.
In this post, we’ll provide a comprehensive guide to when you should book each vendor and offer strategies for handling late bookings. Plus, we’ll share real-life examples of couples who either succeeded or stumbled when it came to their vendor booking timeline.
The Importance of Early Bookings – Especially During Peak Season
If you’re planning a wedding during the busiest times of the year—spring and fall—or for a destination wedding, early bookings are essential. Many vendors are booked months or even a year in advance for peak wedding dates. Delaying could mean losing your first choice, or even your second or third, leaving you to scramble for available options.
Here’s a breakdown of the typical wedding vendor timeline for bookings:
12-18 Months Before the Wedding: Key Vendors to Secure First
The first thing to note is that your venue should be the very first vendor you book. The availability of your venue will impact the rest of your wedding timeline, including other vendor bookings. Once the venue is secured, you can set the date and work backward from there.
1. Venue
When to Book: 12-18 months in advance or more for more coveted locations.
Why: Popular venues often book out over a year in advance, especially for prime wedding dates (spring and fall weekends). Your venue will set the tone for your entire wedding, so it’s important to lock this down early.
2. Wedding Planner
When to Book: 12-18 months in advance
Why: A wedding planner will help guide you through the entire process, so it’s best to secure one early on. If you're opting for a full-service planner, they will likely help you book your vendors and manage the logistics. Early involvement ensures they can provide their expertise from day one.
3. Photographer/Videographer
When to Book: 12-15 months in advance
Why: Talented photographers and videographers often have limited availability during peak seasons. Their style and availability will greatly influence how your day is captured. The sooner you book, the more likely you’ll be able to hire someone who matches your aesthetic and vision.
9-12 Months Before the Wedding: Start Securing Key Creative Vendors
Once you’ve secured your venue and photographer, it’s time to move on to your creative vendors—those who will bring your vision to life.
4. Caterer
When to Book: 9-12 months in advance
Why: Many venues work with preferred caterers, so once you’ve chosen your venue, it’s essential to explore catering options. Taste tests take time, and you’ll want to ensure that the food is aligned with your budget and vision. The most popular caterers can book up quickly, especially during peak wedding season.
5. Florist
When to Book: 9-12 months in advance
Why: Florists work with perishable products that require extensive planning. If you’re aiming for specific flowers or designs, booking early ensures they can secure the necessary materials. Also, popular florists tend to book out months in advance, particularly for weddings with elaborate floral installations or destination events.
6. Music/DJ/Band
When to Book: 9-12 months in advance
Why: The music sets the mood for your entire event, from the ceremony to the reception. The best DJs and bands are often booked months in advance. Additionally, you’ll want time to discuss your music preferences and ensure they understand your vision.
6-9 Months Before the Wedding: Filling in the Gaps
After securing your key vendors, it’s time to start filling in the details.
7. Hair and Makeup Artists
When to Book: 6-9 months in advance
Why: The best hair and makeup artists get booked early—especially during peak wedding season. Make sure to schedule trials well in advance to ensure they can perfect the look you want for your big day.
8. Rentals and Decor
When to Book: 6-9 months in advance
Why: If your venue doesn’t include furniture, linens, or other decor elements, you’ll need to book these vendors well ahead of time. Specialty items like unique lounge seating or elaborate backdrops may require longer lead times.
3-6 Months Before the Wedding: The Final Pieces
By now, most of your major vendors should be secured, but there are still a few important details to handle.
9. Cake or Dessert
When to Book: 3-6 months in advance
Why: Many bakers need at least a few months of lead time, especially for custom-designed cakes or dessert tables. Be sure to schedule a tasting to decide on flavors and finalize the design.
10. Transportation
When to Book: 3-6 months in advance
Why: If you’re providing transportation for your guests or yourself (like a limousine or vintage car), make sure to book well in advance. Certain types of vehicles may have limited availability, especially during wedding season.
2-3 Months Before the Wedding: Last-Minute Touches
As your big day approaches, there are still some vendors that can be booked closer to your wedding date.
11. Wedding Favors
When to Book: 2-3 months in advance
Why: Whether you’re ordering custom wedding favors or DIYing them, you should finalize your order about 2-3 months in advance to allow time for shipping and assembly.
12. Officiant
When to Book: 2-3 months in advance
Why: If you’re having a friend or family member officiate, you may not need to book an officiant far in advance. However, professional officiants (especially in destination weddings) may need to be secured earlier to ensure their availability.
What Happens if You Book Late?
In an ideal world, you’ll have plenty of time to book each vendor according to the timeline above. But life happens—whether you’re planning a wedding in a short timeframe or simply forgot to book a vendor early enough, here are some strategies to help you if you’re behind schedule.
Flexible Packages
Some vendors offer flexible packages that are designed for couples planning on shorter timelines. For example, some photographers or caterers might have “last-minute” packages that are more streamlined and easier to book.
Non-Traditional Vendors
If you’re having trouble securing a vendor on short notice, consider looking into non-traditional options. For instance, if your preferred caterer is booked, you could hire a food truck for a more casual dining experience. Similarly, if you can’t find a DJ, consider creating a playlist and hiring a sound technician to manage it on the day of the wedding.
Off-Peak or Weekday Weddings
If you’ve started planning late but are flexible with your wedding date, consider having your wedding on a weekday or during the off-peak season. Vendors are often more available and may even offer discounted rates for off-peak events.
Pro Tip: Create a Personalized Timeline
Every wedding is unique, so it’s important to create a vendor booking timeline that works for you. Start by securing your venue and the most in-demand vendors early, then work your way down the list. Consider downloading a personalized wedding planning checklist that can help you stay on track and keep your wedding planning stress-free.
By following this timeline, you’ll be able to enjoy the planning process without the anxiety of rushing to book vendors at the last minute.
